How to Write an Email for a Job Application (With Templates)

Last updated: 11 October 2026 · By the Asuraa Team

Quick answer: To write a job application email, use a subject line with the role, job ID and your name, then three short paragraphs covering who you are, one or two specific reasons you fit, and a polite close. Attach your resume as a PDF and keep the body under about 150 words. Personal Gmail accounts can attach up to 25 MB, per Google's Gmail help.

Key takeaways

• A job application email subject line should name the role, any job ID and your name, for example Application: Data Analyst (Job ID DA-2041) - Priya Sharma.
• Personal Gmail accounts can send attachments up to 25 MB, and larger files are converted into a Google Drive link.
• Gmail's schedule send allows up to 100 scheduled emails at a time, and they may go out a few minutes after the set time.
• TCS states that its hiring emails come only from @tcs.com and never from free email services such as Gmail or Yahoo.
• Asuraa's October 2026 job market report found only 3.1% of open listings showed a salary.

Many Indian job ads still say "send your CV to hr@company.com", and the email you write decides whether your resume gets opened. A good application email is short, specific and easy to forward. This guide gives you the structure, five ready-to-edit templates, and a checklist to run before you hit send.

How do you write an email for a job application?

Write a clear subject line with the role and your name, then three short paragraphs: who you are and which role you want, why you fit with one or two specific points, and a polite close with your contact details. Attach your resume as a PDF, keep the body under about 150 words, and send it from a professional personal email address.

Recruiters scanning a shared inbox decide in seconds. Your aim is to make the decision easy: they should know the role, your fit and where your resume is without scrolling.

What should the subject line say?

The subject line should name the role, any job ID, and your name, in that order. Examples:

• Application: Data Analyst (Job ID DA-2041) - Priya Sharma
• Application for Java Developer Fresher Role - Rahul Verma, B.Tech 2026
• Internship Application: UI/UX Design (Summer 2026) - Ananya Iyer

Avoid vague subjects such as "Resume" or "Job". If the ad specifies a subject format, use that exactly; some teams filter by it.

What are the parts of a job application email?

Every strong application email has the same six parts. The table shows what each does.

What are some job application email templates?

Use these as starting points and replace every bracket. Keep the specifics true to you.

1. Applying for a posted job

Subject: Application: [Role] ([Job ID]) - [Your Name]

Dear [Name / Hiring Team],

I am applying for the [Role] position listed on [source]. I recently
completed my [degree] from [college], [city].

In my [project/internship], I [one specific result, e.g. built a
Python script that cut a weekly report from 3 hours to 20 minutes].
This matches your need for [skill from the job description].

My resume is attached. I am available to join from [date] and
would be glad to discuss the role.

Regards,
[Full Name] | [Phone] | [LinkedIn / GitHub]

2. Fresher with no work experience

Subject: Application for [Role] - [Your Name], [Degree] [Year]

Dear Hiring Team,

I am a [year] [degree] graduate from [college] applying for the
[Role] opening. I have built [project 1] and [project 2] using
[skills from the job post]; links are in my resume.

I am a quick learner, comfortable with [tool], and ready to relocate
to [city] if needed. My resume is attached for your review.

Thank you,
[Full Name] | [Phone] | [Portfolio link]

3. Internship application

Subject: Internship Application: [Area] ([Season / Duration]) - [Your Name]

Dear [Name],

I am a [year]-year [degree] student at [college] seeking a
[duration] internship in [area], starting [month]. I have completed
[relevant coursework or project] and would like to apply it in a
real team.

My resume is attached. I can work [hours/days] and am happy to
complete a short assignment.

Regards,
[Full Name] | [Phone] | [College email]

4. Follow-up after one week

Subject: Re: Application: [Role] - [Your Name]

Dear [Name],

I applied for the [Role] position on [date] and wanted to check
whether there is any update. I remain very interested and have
attached my resume again for convenience.

Thank you for your time,
[Full Name] | [Phone]

5. Applying through a referral

Subject: Application: [Role] - Referred by [Referrer Name]

Dear [Name],

[Referrer Name], who works in [team], suggested I apply for the
[Role] opening. I have [one specific, relevant point].

My resume is attached. I would value the chance to discuss how I
can contribute.

Regards,
[Full Name] | [Phone] | [LinkedIn]

For a longer pitch when an ad asks for one, see our guide on how to write a cover letter in India. For emailing someone who has not posted a job, use our cold email to recruiters template.

What should you check before you send?

Run this checklist every time:

1. Resume as PDF, named clearly, such as Priya_Sharma_Data_Analyst_Resume.pdf.
2. File size. Personal Gmail accounts can send attachments up to 25 MB in total; larger files are converted into a Google Drive link, according to Google's Gmail help. A one- or two-page resume PDF should be far smaller.
3. Professional address. Use a personal address based on your name, not a college ID that may expire after graduation.
4. Correct names. Check the company name and recipient spelling. Copy-paste errors from a previous email are the most common mistake.
5. Job-description match. Your fit paragraph should mention one or two skills from the posting.
6. Undo window. Gmail lets you set an undo send period of 5, 10, 20 or 30 seconds, as Gmail help explains; set it to 30 before a busy application day.

If you want your email to arrive at a sensible hour, Gmail's schedule send lets you queue up to 100 emails at a time, though they may go out a few minutes after the set time, according to Gmail help. Morning on a working day is a safe default.

What do most guides on job application emails get wrong?

Most guides treat the email as a full cover letter and fill it with generic lines such as "I am a hardworking and dedicated individual." In a shared HR inbox, that length works against you. The email's job is to get your resume opened and forwarded; your resume does the detailed selling.

A second gap: guides rarely tell you to check that the reply is real. Scammers copy recruiter styles closely. TCS, for example, says on its recruitment fraud alert page that its hiring emails come only from an @tcs.com address and never from free services such as Gmail or Yahoo. If a "recruiter" replies from a free email account or asks for money, stop. Our guide on fake HR calls and email scams shows the warning signs.

Should you mention salary in your application email?

No, not in a first application email unless the ad asks for expected salary. Few postings state pay: Asuraa's October 2026 job market report found only 3.1% of open listings showed a salary. Save the discussion for when the recruiter raises it, and research the range first.

Keep a record of every email you send, with the date and role, so you know when to follow up. Our job application tracker guide shows a simple way to do this, and our resume and ATS guide for India covers the attachment itself.

Related guides

• Resume and ATS Guide for India: Everything to Get Shortlisted (2026)
• Resume With a Career Gap: How to Write It Honestly
• Naukri Profile Tips for Freshers: How to Get Recruiter Views
• LinkedIn Profile for Freshers: A Step-by-Step Setup That Gets Noticed

FAQ

What should I write in the subject line of a job application email?

Include the role, the job ID if the posting has one, and your full name, for example Application: Java Developer (Job ID JD-112) - Rahul Verma. Freshers can add degree and year. If the job ad specifies a subject format, follow it exactly, because some recruiters filter their inbox by that wording.

Should I write a long email or attach a cover letter?

Keep the email body short, around three paragraphs and under about 150 words. Its job is to get your resume opened and forwarded. Attach a separate cover letter only if the job ad asks for one. Your resume, attached as a PDF, should carry the detailed evidence of your skills and projects.

In which format should I attach my resume?

Attach it as a PDF so the layout stays intact on any device, and name the file clearly, such as Firstname_Lastname_Role_Resume.pdf. Personal Gmail accounts can send attachments up to 25 MB in total, according to Google, but a well-made one- or two-page resume should be much smaller than that.

When should I send a follow-up email after applying?

Wait about a week after your application, then send one short, polite follow-up in the same email thread, restating the role and your interest and reattaching your resume. If there is still no reply after another week or so, move on and focus on new applications rather than sending repeated follow-ups.

How do I know a reply from a recruiter is genuine?

Check the sender's domain against the company's official website and be wary of free email services. TCS, for example, says its hiring emails come only from @tcs.com and never from Gmail, Yahoo, Rediff or Hotmail, and that it never asks for payment. Any request for a fee or deposit is a red flag.

Final thoughts

A short, specific email with a clean PDF attached beats a long one every time. Before you send, check that your resume matches the job description with the Asuraa AI resume reviewer, then use the template that fits and personalise every bracket.